DEPOSIT COLLECTION POLICY

Goals of the Deposit Collection Program:

To provide library services to people who cannot come into the Library;
To introduce library services to people who don't currently use the Library.

POLICY

Deposit collections are offered to agencies located within and serving residents of Springfield in order to meet the stated goals of the deposit program. Agencies that have an inherent responsibility to provide library services to their own clientele, such as private and public schools, do not qualify for the deposit collection service.

Deposit collections are made up of Springfield City Library -owned books and audio books that normally circulate for a three-week loan period. Library staff select materials for the deposit collection based on general guidelines and preferred genres and formats agreed upon in advance. These guidelines can be amended with two weeks' notice. The loan period for these items is be six weeks (equivalent to a standard three week loan plus one renewal) with no renewal.

A maximum of 100 items may be charged out to the agency at a time.

Overdue fines are not charged, but standard charges for lost and damaged materials do apply.

Deposit collection agencies receive overdue notices and bills for overdue items following the same schedule as any borrower . If items are still not returned or paid for within six weeks of their due dates, library staff contact the agency to discuss the situation. If the overdue situation is not promptly resolved or the items not returned within an agreed upon time, the agency is expected to pay the replacement cost of the items. The deposit service is suspended until the overdue situation is resolved.

The library provides a packet of hints to help the agency manage its manual in-house check-out procedures and reminders to prompt users to return materials in a timely fashion.

The agency agrees to post or distribute Library marketing materials at its checkout site to encourage the use of the full range of materials and services available through the Springfield City Library.

The agency may cancel the deposit collection service at any time when all items are returned to the library.

To request a deposit collection, the responsible agency officer must complete and sign the Application/Letter of Agreement for a Deposit Collection and submit it to the Library Director for approval and signature.

The Application/Letter of Agreement outlines the services the library will provide and the responsibilities of the agency as well as the names of library staff and agency staff contact persons. The names and contact information are confirmed annually or as staffing changes.

ALTERNATIVES TO A DEPOSIT COLLECTION

Otherwise qualifying agencies that do not wish to assume responsibility for library materials may contact the Adult Information Services Department (413-263-6828 extension 213) to arrange for a gift of discarded or donated books. Organizations that work with homebound or handicapped people may also contact the Library-in-Your-Mail Box program at 413-263-6828 extension 294.

Click here for Deposit Collection Application/Letter of Agreement (Word document) to print out and complete.